Privacy Policy

Octopus Engines LLC is a Florida limited liability company providing AI automation and business communication services. This policy explains how we handle personal information when you visit our website, contact us, request a trial or use our services.

1. Who this policy covers

This policy covers our website visitors, prospective customers, customer representatives and people who communicate directly with us. We determine how information is used to administer our own business relationships. When we process a business customer's contacts, calls, messages or records to operate its automations, we act on that customer's instructions under our service agreement. That business is responsible for its own privacy notices and permissions.

For requests about information handled on behalf of a business customer, contact that business first. We assist with those requests as required by the applicable agreement and law.

2. Information we handle

Contact and account information. Names, business names, email addresses, phone numbers, account details, service preferences, booking information and support correspondence.

Service information. Customer-provided contact lists, business instructions, workflow settings, authorized integration records, messages, chat histories, call recordings and any transcripts generated by enabled features.

Billing information. Billing contacts, invoices, payment status, transaction references and information needed to reconcile payments. We accept Stripe payments, Zelle, bank transfers and wire transfers. Payment providers and financial institutions process payment information under their own terms and privacy notices. Do not send payment credentials or full card details through ordinary chat or email.

Technical information. Information generated through website and service operation, such as device and browser details, IP addresses, access times, error reports and account activity, where collected by the systems in use.

3. Why we use information

We use information to respond to inquiries, arrange trials, set up and operate services, manage appointments and workflows, provide support, issue invoices, reconcile payments, investigate misuse and meet legal obligations. Where permitted, we also use relevant operational information to troubleshoot and improve service functionality. Promotional communications are subject to applicable permission and opt-out requirements.

4. Calls, chats and AI features

We retain calls and chats handled through our services for service delivery, support and account administration. Recording and transcription require appropriate notice and any legally required consent. A general privacy notice alone does not replace consent required before recording a particular conversation. Business customers must configure and use these features accordingly.

We use GoHighLevel and proprietary AI tools developed by Octopus Engines. AI features process the information needed for the configured task, which may include messages, business instructions and conversation content. Depending on the integration, technology providers may also process that information. Contact us for information about the providers and processing settings applicable to your service. Customers should avoid supplying information that is unnecessary for the intended task.

5. Cookies and website tracking

As of the effective date, we do not use Google Analytics, Meta Pixel or similar advertising analytics tools on our website. Essential platform technologies may support functionality, security and user sessions. Browser settings can control cookies, although disabling necessary technologies may affect functionality. If we introduce additional tracking, we will update the relevant notice and provide choices or obtain consent where required.

6. Disclosures to service providers and others

We disclose information as needed to providers supporting CRM, hosting, AI processing, communications, payments and customer support. Information may also be disclosed to satisfy legal obligations, protect rights and safety, resolve disputes or support a business transaction subject to applicable protections. A customer's independently selected integration may have its own privacy practices.

Mobile information and consent. Mobile information is not provided to third parties or affiliates for their own advertising or promotional use. Support contractors may process information to help deliver our services. Text-message opt-in records and consent are excluded from other sharing categories and are not disclosed for third parties' independent use. Service providers may handle these records only as necessary to operate our messaging program, subject to applicable restrictions.

7. Legal bases and international processing

Where applicable data protection law requires a legal basis, we rely on contractual necessity for requested services, legal obligations for required records, consent for processing that requires permission, and legitimate interests in operating, supporting and protecting our business where those interests are not overridden by individual rights. Consent may be withdrawn without affecting the lawfulness of earlier processing.

We serve business customers internationally. Information may be processed in the United States and in locations used by relevant service providers. Where a transfer requires safeguards, the applicable service and data processing arrangements must provide a lawful transfer mechanism, such as approved contractual protections. Contact us to request details of safeguards applicable to your information.

8. Service data retention and deletion

Customer service data remains available during the active service period, subject to the features and permissions of the account. Customers should export records they need before service ends. A cancellation notice does not itself begin the deletion period; that period begins on the actual service termination date, including an earlier shutdown specifically requested by the customer.

After service ends, we retain service data for a 30-day recovery period with access restricted to authorized purposes. During that period, a customer may reactivate a subscription to regain access and export available records. Contact us promptly to arrange reactivation; restoration may depend on technical availability and applicable access controls.

After the 30-day period, customer service data is scheduled for permanent deletion from our service environment and will no longer be available for account restoration. This policy does not promise deletion of copies independently held by customers or other parties. Where backup copies exist, they remain restricted and follow the relevant provider's deletion cycle; they are not an additional customer recovery service.

We may retain limited invoices, payment records, consent evidence, suppression records and information required for legal claims or other legal obligations for the applicable period. These limited records are separate from the customer's recoverable service workspace. A legally valid preservation requirement may delay deletion of affected information.

9. Security

We restrict access to customer information to authorized service, support and other legitimate purposes and use safeguards appropriate to the information and systems involved. No internet service or storage method can guarantee absolute security. Please report suspected unauthorized access promptly using the contact details below.

10. Privacy rights and communication choices

Depending on applicable law, you may request access, correction, deletion or a portable copy of your information, object to or restrict certain processing, withdraw consent, or appeal a decision about a request. We may verify identity and authority before responding. We will explain any applicable exception. You may also complain to a competent data protection authority, including in your EEA country of residence, work or the alleged infringement, where applicable.

Send requests to support@octopusengines.com. Exercising statutory privacy rights does not require purchasing or reactivating a subscription. Account reactivation for ordinary workspace access is separate from these rights. Reply STOP to opt out of texts and use an email's unsubscribe option to stop marketing emails. These actions do not cancel a paid service contract.

11. Updates, children and contact

Our services are intended for business use and are not directed to children under 13. Contact us if you believe a child has supplied information. We may update this policy and its effective date, providing further notice or obtaining consent where required.